ALUMNI GENERAL - Assistant Director Alumni Services

Job Classification

  Salaried Full-time (75-100%)

Position summary

Serving as an ambassador, the Assistant Director of Alumni Relations is charged with securing commitments from alumni to provide professional expertise and volunteer service; collaborating with colleagues in the administrative offices (including, but not limited to Admissions, Development, Integrated Marketing and Communications department as well as Student Services) and the schools to create and maintain pathways for alumni participation that advance the goals of the institution; partnering with Development colleagues to identify, cultivate, solicit and steward alumni giving; and serving as a liaison between the university’s communication plan and variety of online tools used by the Office of Alumni Services. In addition, the Assistant Director of Alumni Relations is responsible for evaluating and communicating the alumni web strategies and content in accordance with the mission and values of Andrews University Alumni Association, while operating with a certain degree of independence, judgment, consistency, discretion, and fiscal management as well as moderate degree of decision-making authority. Assistant Director assists in managing the day to day operations of the Office of Alumni Services by supervising student employees, managing tasks assignments and the workload.

Qualifications summary

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Ability to manage volunteers effectively and projects efficiently.


• Flexible, willing to work evenings and weekends as needed.


• Ability to effectively communicate both in writing and verbally before small and large groups.


• Budget management experience, word processing and spreadsheet skills.


• Proficiency in various computer technologies as well as experience with Microsoft Office suite.


• Experience with Banner database preferred but not required.


• Commitment to higher education and cultural diversity required


• Ability to work independently as well as establish and maintain harmonious relations with a diverse constituency.


• Successful clearance of a criminal conviction record check.

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manages the Alumni Associations website and various online projects.


• Manages and facilitating vendor relationships in certain areas as assigned by the director.


• Maintains content; including new information as it becomes available.


• Assists director in coming up with marketing strategy for the University’s alumni constituency.


• Manages honor class reunion years during planning process for Homecoming events.


• Staying within budget parameters and delivering assigned alumni office projects on time.


• Training selected employees in use of administrative software and day-to-day operations.


• Replying and managing queries from site visitors, alumni constituents and resolving requests.


• Reviewing web pages for content accuracy.


• Continually exploring ways to expand and improve the website.


• Exploring new ways to extend Andrews University Alumni Association reach through the use of new and innovative media available.


• Communicating and initiating contact with the surrounding University community in collaboration with University Advancement.


• Working with Banner Database to ensure data consistency and accuracy.


• Interacting with the ITS database administrators and managers.

 

MISCELLANIOUS DUTIES AND RESPONSIBILITIES

• Managing student and young alumni involvement and contact within the Alumni Association.


• Assist in recruiting and training volunteers and mentors to support Alumni Services and its goals in assisting students and alumni.


• Representing Alumni Services at Association-related gatherings/functions as needed.


• Occasionally traveling, requiring some evening and weekend work commitment.


• Assisting in planning and implementing Alumni Homecoming each year.


• Serving as an alumni liaison or committee member as assigned on University committees.


• Performing other duties/projects the Executive Director may choose to assign.


• Contributing to overall Alumni Office day-to-day operations.

Supervisory responsibilities

Supervising student staff.

Qualifications

QUALIFICATIONS AND REQUREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Ability to manage volunteers effectively and projects efficiently.


• Flexible, willing to work evenings and weekends as needed.


• Ability to effectively communicate both in writing and verbally before small and large groups.


• Budget management experience, word processing and spreadsheet skills.


• Proficiency in various computer technologies as well as experience with Microsoft Office suite.


• Experience with Banner database preferred but not required.


• Commitment to higher education and cultural diversity required


• Ability to work independently as well as establish and maintain harmonious relations with a diverse constituency.


• Successful clearance of a criminal conviction record check.

 

EDUCATION

Any combination of education and experience that provides the required knowledge, skills and abilities to perform the essential functions of the position is acceptable.  However, Bachelor’s degree from an accredited institution is required, Andrews University granted degree is preferred.

 

EXPERIENCE

Three or more years of significant experience with various forms of electronic communications. Two years of related work experience in special events coordination, public relations, marketing or fund raising is required.

 

LANGUAGE SKILLS

Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, alumni, and the general public. Ability to clearly communicate, solve and diffuse tension as well as deal with various sensitive situations as they arise.

 

MATHEMATICAL SKILLS

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.  Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Good accounting skills required.

 

PROBLEM SOLVING

This position encompasses variety of tasks related to communicating electronically and in print, negotiating with vendors and internal customers, listening actively and analyzing arguments, evaluating information sources, gathering and synthesizing information, organizing tasks, and evaluating completed web projects. Further, Assistant Alumni Director must be able to work in at times high-stress, demanding environment, thus requiring exceptional ability to stay focused on the task at hand.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Ability to work with mathematical concepts is necessary, to reconcile receipts and do basic calculations. Must be familiar with working in Microsoft Office Suite and be proficient in working with a computer. Performing basic tasks like printing, scanning, archiving digital assets and ability to find files and documents on the computer is a must.  Experience in Banner database preferred.

Interpersonal interactions

Excellent skills in verbal and written communication, problem-solving, organization, teamwork and project management 

 

Physical demands

Should be able to contribute to regular needs of the office, which include lifting boxes of up to 40 pounds, moving furniture and other basic office tasks.

 

Work environment

Work environment is generally quiet well-lit and well ventilated.